Train the Trainers: Preparation (PowerPoint Presentation)

For everything you wanted to know on building leadership and management, refer Shyam Bhatawdekar’s website: http://shyam.bhatawdekar.com/

(Refer our High Quality Management Encyclopedia “Management Universe” at: http://management-universe.blogspot.com/)

Refer all the previous posts for better understanding and benefits for you.

Creating a Great Presentation Using PowerPoint or OHP

1. Plan

“If you don’t know your destination, you may not ever reach there.” So before preparing your PowerPoint presentation know:

• Your audience
• Purpose or goal of your talk/training

2. Organize

As mentioned in earlier post, divide your session duration as given below:

• Introduction: 10%
• Body: 70%
• Conclusion: 20%

3. Develop Content

• List key points
• Clusters
• Focus on one key point or category per page but you don’t have to say it all on the slide

4. Layout

• Use action words
• Not more than 6-8 words per line
• Not more than 6-8 lines per slide
• Not more than 50 words per slide

5. Fonts

• Choose one or two fonts and stick with them throughout your presentation
• Make fonts large enough to read easily; nothing smaller than 24 points

6. Graphics

• Consider all graphics as a single design and then divide it in several slides to fit into each other seamlessly and telescopically (work from whole to parts)
• Balance filled and empty spaces
• Use visual contrast e.g. light letters on blue background etc
• Use consistent style of images: line, drawing, photograph, cartoon
• Use graphs like bar charts, area charts, pie charts or any other type of graph or chart as
appropriate (need not necessarily have to use all of them in one single presentation unless
appropriate)
• Limit number of items graphed; do not crowd
• Be consistent with other visual elements

7. Special Effects

• Before using an effect answer the question, "Does the effect enhance or distract?"
• Also ask, "Is the effect part of the message?"

8. Supplement Your PPT with Reading and Reference Material (Handouts and Notes)

• Print handouts and notes and share with your audience and ask them to refer them as per
your directions

9. Grammar and Spellings

• Do use the spell and grammar checker and make sure that all the spellings and grammar are
correct

10. Timing of Presentation

• Practice timing for each slide and so, the entire presentation

Summary of Some Rules of thumb for Presentation Pages

• 5 minutes per slide
• One main idea with 5-9 points per slide
• 5-7 words per point (talking points, not whole presentation)
• Use graphics when they add to or help explain material
• Don't overuse graphics
• Any decent font
• Large and bold enough to be seen clearly and easily on a big screen from the farthermost locations in the venue


(You may like to use the additional reference material pertaining to becoming a great trainer at
Management Games, Management Exercises and Icebreakers at http://shyam.bhatawdekar.com/ and http://management-games-icebreakers.blogspot.com/ and
Management Anecdotes or Management Case Studies at http://management-anecdotes.blogspot.com/ or http://corporate-case-studies.blogspot.com/)

Train the Trainers: Preparation

For everything you wanted to know on building leadership and management, refer Shyam Bhatawdekar’s website: http://shyam.bhatawdekar.com/

(Refer our High Quality Management Encyclopedia “Management Universe” at: http://management-universe.blogspot.com/)

Refer all the previous posts for better understanding and benefits for you.

Know Your Audience (Trainees)

• Know about their organization(s)
• Trainees’ profile:
  - Department or discipline
  - Knowledge (pre-existing) level
  - Experience level
  - Age
  - Hierarchical level/Designations
  - Language
• Trainees’ concerns/motivation
• Trainees’ expectations from training
• NOT just what they want to learn, but what it is that they wish to accomplish

Designing a Training Module

• For which management initiative? Objectives?
• Establishing the need for training in that subject.
• Which mindsets need to be changed?
• Concepts clarification
• Implementation steps: case studies
• How the participants can integrate in their day-to-day working?
• Possible action plan
• Effective beginning
• Logical sequencing
• Connect the sessions well
• Should look relevant
• Make use of
  - Discussions
  - Individual & group activities
  - Management exercises and games
  - Audio visual aids
  - Peer group learning

Duration and Timing

• Work out an appropriate duration
  - Understand the objectives once more
  - Work out the contents
  - Decide the methodologies
  - Sequence
  - Estimate duration of each session
  - Err on the lower side (let trainees crave for more)
  - Freeze the duration
• Timing is important

Preparation

• Prepare overall design
• Break it down into appropriate sessions
• Develop each session
  - Contents
  - Steps and sequence
  - Methodology
  - Duration
  - Presentation material
  - Reading/reference material
  - Action plan
• Start preparing presentation material (OHP, PPT, Multi-media, Video films)
• Start preparing reading/reference material
• Start preparing exercises, activities, case studies, management games, instruments
• Start preparing for lecturettes/discussions

Session Planning

• Introduction: what are the goals for this lesson? It should be about 10% of your time
• Body: this is the main section where you are actually teaching the idea. It should be about 70% of your time
• Conclusion: Remind people of what they have learned and leave time for questions. This should be about 20% of your presentation. Be careful about packing too much stuff into a presentation that you don't leave time for your conclusion or for questions.

Various Methodologies for Sessions

• Lecturettes and Discussions
• Peer group learning (involving trainees)
• Case studies
• Stories/Anecdotes/Examples
• Individual activities and Group activities
• Role plays
• Exercises on paper
• Psychological instruments /Assessment questionnaires
• Audio-visuals (OHP, PPT, Multi-media, Video films)
• Questions answers
• Action Plan

Plan Session Starters (Appetizers)

• Use Ice breakers
• Mutual Introductions
• Create informal & congenial environment
• Establish code of conduct
• Understand their expectations/concerns
• Establish your credibility as an ace trainer
• Establish need for the topic
  - Help trainees know their lack of knowledge in subtle way
  - Help trainees know their lack of skills in subtle way
  - Put them at cross roads
  - Startle them/threaten
  - Surprise them with new inputs

(You may like to use the additional reference material pertaining to becoming a great trainer at
Management Games, Management Exercises and Icebreakers at http://shyam.bhatawdekar.com/ and http://management-games-icebreakers.blogspot.com/ and
Management Anecdotes or Management Case Studies at http://management-anecdotes.blogspot.com/ or http://corporate-case-studies.blogspot.com/)